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Health and medical records

Your doctor, and the team of health professionals caring for you keep records about your health and any treatment and care you receive from the NHS.  The records help to make sure that you receive the best possible care.

Your medical records may be written down (manual records), or held on a computer.
Nurse reading patient notes

The records may include:

  • Basic details about you, such as address and next of kin

  • Contacts we have had with you, such as clinic visits

  • Notes and reports about your health, treatment and care

  • Details and records about your treatment and care

  • Results of investigations, such as X-rays and laboratory tests

  • Relevant information from other health professionals

  • Relatives or people who care for you and know you well

Some of this information will be held centrally but where we use it for statistical purposes, we take strict measures to make sure that individual patients cannot be identified. We may also pass anonymous statistical information to organisations with a legitimate interest, including universities, community safety units and research institutions.

If we cannot use anonymous information, we may use personally identifiable information for essential NHS purposes such as research and auditing. We will only use your information for research purposes with your consent.

 A leaflet for children about what is in their care record and how to see it is located towards the bottom of the page.

How to See Your Health Record

The Data Protection Act 1998 allows you to find out what information is held about you. This is known as 'right of subject access'.  It applies to your health records. 

If you want to see your records, you need to fill in an application form (see link below) and send it to the Access to Health Records (AHR) department at the hospital where you are being, or have been treated.

The AHR team will then check the validity of the request and send you an acknowledgement letter.

In certain circumstances your right to see some details in your health records may be limited in your own interest or for other reasons, such as the protection of others.

Applicants guide to accessing medical records and the Access to health records application form is located towards the bottom of the page.

Charges for Accessing your Medical Records

There are two pieces of legislation that govern access to health records and the charges that are applicable:

  • The Data Protection Act 1998 covers the records of living individuals and includes information on the rights of staff and patients to access personal information including medical records

  • The Access to Health Records Act 1990 governs the disclosure of medical records of deceased patients

What are the fees for accessing living patient records?

  • Viewing (records not added to within the last 40 days) - £10

  • Viewing (records added to within the last 40 days) - £0

  • Computer records - £10 

  • Copies of A&E records - £25

  • Copies of hospital records - £50

  • Copies of x-rays and records - £50

If you would like to see a combination of the records above you will only have to pay the higher charge.

Please note that if you require copies from more than one hospital within the Trust you will not be charged more than £50.

What are the fees for accessing deceased patient records?

Charges for copies of records of a patient who has died are as follows:     

  • Administration fee - £10

  • Photocopying - 35 pence per sheet plus postage costs

The total cost for copies of deceased patient’s records will not be known until the records are scanned.  As soon as the cost is calculated we will then contact you to request payment, which we would require before the copies can be sent out.

In accordance with the Access to Health Records Act there is no maximum fee for copies of deceased patient records.

Acceptable forms of payment are personal cheque or postal order. We cannot accept cash. Please make cheques payable to the University Hospitals of Leicester NHS Trust.

Contact Details

If you have any questions or queries, please call our Access to Health Records department on 0300 303 1563 (option 3).

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